Executive Assistant

2 weeks ago

Etobicoke, Canada Paul Jen Communications Inc. Full time

**About the Role**
Paul Jen Communications is seeking a highly organized, agency-experienced Executive Assistant to support our two Managing Partners in day-to-day operations. This part-time role combines traditional EA duties with light studio administration in a fast-paced creative environment.

If you’ve worked in a graphic design, advertising, or marketing agency—and know how to keep senior leaders focused, organized, and one step ahead—we want to hear from you.

**Key Responsibilities**
- Provide direct Executive Assistant support to the two partners (scheduling, inbox triage, meeting prep, follow-ups)
- Maintain calendars, coordinate meetings, and track priority actions
- Support project tracking, team check-ins, and light traffic management
- Handle studio operations: organizing assets, coordinating vendors
- Assist with filing, invoicing, and basic HR/admin documentation
- Prep agendas, presentation materials, and briefing documents for meetings
- Maintain studio systems (SharePoint, Microsoft 365)

**Who You Are**
- **3+ years of experience as an Executive Assistant or Studio Coordinator in a creative agency**:

- Familiar with the pace and rhythm of a graphic design or marketing studio
- Proactive, discreet, efficient, and unflappable
- Impeccably organized with strong time management
- Tech-savvy (Microsoft 365, Google Workspace, Dropbox, SharePoint, basic Adobe or Canva tools)
- Professional communication style—both written and verbal

**Additional Info**
- On-site in South Etobicoke (M8V)
- 15-20 hours/week (flexible 3-day schedule)
- Reports directly to the Managing Partners
- Potential to expand hours or responsibilities as agency grows

**To Apply**
Submit your resume and a short cover letter outlining your agency experience and why this EA role speaks to you.

**Job Type**: Part-time

Pay: $26.00-$30.00 per hour

Expected hours: 25 - 30 per week

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Etobicoke, ON M8V 3W6: reliably commute or plan to relocate before starting work (preferred)

Application question(s):

- Have you previously worked in a design, marketing, or advertising agency? If yes, what were your main responsibilities?
- What’s your approach when juggling multiple deadlines or managing two leaders’ priorities at once? Please give a short example.

**Education**:

- AEC / DEP or Skilled Trade Certificate (preferred)

**Experience**:

- Administrative: 3 years (required)

Licence/Certification:

- Executive Assistant Certificate (preferred)
- Administrative Professional Certificate (required)
- Microsoft Office Specialist (MOS) (preferred)
- Project Management Basics (preferred)

Work Location: In person

Expected start date: 2025-08-25

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